Executive Assistant Tech Jobs in Toronto, ON (NOW HIRING)

Job Title: Executive Assistant

Location: Toronto, ON (hybrid)

Duration: 6 months contract (with possibility of extension/conversion)

Summary of the Role

The Executive Assistant will provide dedicated administrative support primarily to one VP and support 7 Directors under the VP. The role involves managing calendars effectively, checking for conflicts, scheduling, expense management, travel management, office space/event space booking, documentation, and primary administrative work. The Executive Assistant will also delegate emails and communication on behalf of the VP.

Must-Have Skills

1. 1–2 years of experience as an Executive Assistant.
2. Calendar management experience – scheduling and checking for conflicts.
3. Expense Management – reviewing expense data and managing invoices.
4. Travel arrangements – planning for VPs and executives.
5. Proficiency in MS 365 – Excel, Outlook, Word.

Key Responsibilities

CUSTOMER

• Provide dedicated administrative support to executives at the client Senior Vice President (SVP) level and may also provide a broad range of administrative or general office support for the broader team as assigned.
• Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction.
• Manage efficiently in a multi-tasked environment and ensure deadlines are met.
• Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation, including reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.
• Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required.
• Maintain proficiency with software applications/programs and/or department-specific systems as required, including MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.
• Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area.

SHAREHOLDER

• Ensure the optimal level of customer service and professionalism is provided.
• Provide accurate, organized, and efficient administrative support.
• Collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required.
• Consistently exercise discretion in managing correspondence, information, and all matters of confidentiality; escalate issues where appropriate.
• Prioritize and manage own workflow to ensure quality and efficiency, including meeting deadlines and being flexible in adjusting to changing work priorities.
• Use software programs and other tools or equipment with ease and efficiency, and provide documents/information that effectively support the needs of the team.
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written.
• Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks.

Skills

• Verbal and written communication skills
• Multi-tasking
• Customer service skills
• Interpersonal skills
• Ability to work independently and manage one’s time
• Ability to keep information organized and confidential
• Basic mentoring skills necessary to provide support and constructive performance feedback
• Previous experience with computer applications, such as MS Word, Excel and PowerPoint

Dexian is a leading provider of staffing, IT, and workforce solutions with over 12,000 employees and 70 locations worldwide. As one of the largest IT staffing companies and the 2nd largest minority-owned staffing company in the U.S., Dexian was formed in 2023 through the merger of DISYS and Signature Consultants. Combining the best elements of its core companies, Dexian's platform connects talent, technology, and organizations to produce game-changing results that help everyone achieve their ambitions and goals.

Dexian's brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development and Dexian IT Solutions. Visit https://dexian.com/ to learn more.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status

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